How to Set Up Automatic Notes Sharing for Your Team | Chartnote

Setting Up Automatic Notes Sharing for Your Team 📋

Sharing notes one at a time works fine for the occasional handoff, but it quickly becomes a chore when collaboration is part of your daily routine. If a supervising physician reviews everything you document, or if your entire care team needs visibility into every encounter, manually sharing each note adds unnecessary clicks to your day.

Chartnote's Share Policies solve this. A share policy is a rule you set once at the team level that automatically shares every new note you create with a specific team member, a group, or your whole team. You decide whether recipients get read-only access or permission to edit, and you can create as many policies as your workflow requires.

This guide walks you through creating your first Document Share Policy.


How to Set Up Automatic Notes Sharing for Your Team

Before you begin: Share policies are only available in a team context. If you don't see the options described below, confirm that your account is part of a Chartnote team.

  1. Click your profile icon in the bottom-left corner of your dashboard.
  2. Confirm you are in your Team's context. If you're currently in your personal context, switch to your team before continuing — share policies won't appear otherwise.
  3. Click Settings.
  4. Go to Notes Sharing.
  5. Click New Share Policy.
  6. Open the dropdown and choose who your notes will be shared with: a specific team member, a group, or your entire team.
  7. Select the permission level. You can grant read-only access, or allow the recipient to edit your notes.
  8. Search for and select the team member, group, or team you want to share with.
  9. Click Save to activate your Document Share Policy.
  10. To remove a policy later, return to Notes Sharing and delete the policy you no longer need.

Good to know

  • You can create multiple share policies. For example, you might give your supervising physician edit access while giving your front-desk group read-only access.
  • Policies apply going forward only. From the moment you save a policy, all new notes are shared automatically. Notes created before the policy was saved will not be shared retroactively — those still need to be shared manually.